Administrative Assistant Full-time Job

Provides administrative, financial and payroll support for the Information Technology and Corporate Performance service areas.

Key Responsibilities

Performs receptionist function for the service area. This includes connecting customers with staff who can assist them and entering the request into the service ticket system, as well as receiving vendors arriving in the service area.

Provides budget administration support including entering purchase/contract requisitions and receivers into the system. Prepares payment vouchers, preparation of requests for invoices, balance and requests replenishment for petty cash and verifies individual corporate card purchases. Purchases office supplies once approved by a manager.

Prepares monthly internal chargeback for licensing and computing asset and infrastructure renewal reserve managed by Information Technology service area.

Receives and makes appropriate entries to the payroll system.

Schedules and coordinates meetings, workshops, appointments and travel arrangements, as assigned.

Prepares and modifies documents including correspondence, drafts, memos and emails, as assigned.

Assists with contract administration (e.g., tracks contracts for expirations, reviews and completes monthly billings, asset tracking).

Distributes inner office and external mail

Maintains respective service area hard copy and electronic filing systems.

Performs other appropriate duties to support the respective service areas, as assigned.

Essential Qualifications:

Certification

Must be security cleared.

Education

A community college diploma in Office Administration, a university Business Certificate or an equivalent program.

Experience

6 months of experience in a similar role.

Competencies

• Must possess excellent oral and written communications skills.

• Must be able to work in a team environment.

• Must be flexible, adaptable and willing to learn new skills with changing technologies.

• Ability to handle multiple tasks at once and to prioritize responsibilities.

• Strong attention to detail.

• Must demonstrate a customer-focused, positive attitude.

• Aptitude for financial purchasing processes and reconciliation of billing and reports.

The successful applicant will be eligible to work a compressed work week of 4 days (Monday to Thursday) throughout the trial period of the City’s recently adopted Compressed Work Week Trial. This schedule is subject to change.